Risk Management Coordinator

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution (WHOI) is currently searching for an Risk Managmenet Coordinator to join the Administrative Department. This is a regular, full-time, exempt position, and is eligible for full benefits.


This position is responsible for day-to-day risk management activities and coordination and management of the Institution’s insurance program and commercial and federal reporting requirements.  Provides administrative support and coordination of legal activities for insurance matters, including review and payment of invoices.  Role is hybrid, 3 days per week on-site. 

Essential Functions


Insurance and Risk Managment 

  • Primary liaison between the Institution and Property, Casualty, Management and Marine insurance carriers; manages day-to-day activities of the Institution’s Property, Casualty, Management and Marine insurance programs
  • Provides the information on which the insurance budget is based and maintains all insurance schedules and documents
  • Coordinates the annual renewal process, working with the insurance broker and risk management advisors to ensure adequate coverage
  • Reports and submits claims in a timely and thorough manner following through to closure
  • Coordinates and administers over-the-side coverage, communicating with WHOI customers and approving invoices; troubleshoots problems
  • Produces, collects, and manages certificates of insurance
  • Working closely with the Human Resources and Environmental, Health & Safety Offices, monitors worker’s compensation and P&I claims and accident reports to identify trends and recommend solutions; and documents and ensures adequate coverage is in place
  • Assists with coordination of Institution legal counsel, insurers, and outside consultants in preparation, monitoring, and reporting of legal cases
  • Handles confidential materials and maintains confidentiality in communicating sensitive information
  • Supports monthly, quarterly, and annual or as required Institution reporting requirements for federal, state, and local entities
  • Assists the development and update of Institution policies as they relate to insurance and insurability
  • Travels from time to time to visit brokers and underwriters
  • Periodically carries out a RFP for the Institution’s insurance broker in accordance with Procurement guidelines
  • Works with PI’s and departments to identify gaps in insurance coverage and to mitigate the risk by purchasing appropriate insurance coverage, updating or creating Institution policy, and/or contractual terms
  • Reviews contracts for compliance with insurance requirements
  • Ability to learn about insurance concerns regarding Maritime Vessels (Jones Act and Over the side)

Export Controls (20-25%)

  • Monitor activities involving regulated technologies, systems, data, and equipment that fall under the International Traffic in Arms Regulations (ITAR), the Export Administration Regulations (EAR), the Office of Foreign Assets Control (OFAC) regulations, or the Defense Federal Acquisitions Regulation.
  • Review trade-related activities, including requests and submissions for sensitive equipment export or import, vessel visits to foreign ports of call, or acquisitions of sensitive materiel.
  • Create and maintain procedures to fulfill requirements of the ITAR, EAR, OFAC, or DFARS regulations under the supervision of, and in coordination with, the Senior Director of Institutional Security
  • Assist in the training & maintaining of an Institution-wide network of authorized trade control & export handlers
  • Assist in the educating of personnel on changes in procedures, requirements and impacts on trade or export efforts.
  • Manage and monitor all vehicle compliance programs at WHOI, including DOT compliance.


  • Performs other duties as deemed necessary

Education & Experience

  • Bachelor’s degree and 3-5 years of experience in a research, scientific, or university organization, insurance, or legal environment
  • Must possess a comprehensive knowledge of various types of liability coverage and programs. Thorough knowledge of federal, state, and local laws applicable to insurance coverage. Advance skills with Microsoft Excel, Word, and SharePoint.

Certifications / Lincese / Soft Skills

  • Ability to assess statistics and factual data and interpret insurance laws and contracts. Ability to establish and maintain effective working relationship with brokers, agents, officials, and outside agencies. Must possess strong negotiation skills and have experience with budget preparation. Must have strong written and verbal communication skills. Must be a self-starter able to manage and prioritize multiple tasks with the ability to handle and complete unplanned tasks at times with urgency and quick turnaround times.



Special Requirements

  • U.S. citizen.
  • Desired - eligible for or granted SECRET level clearance.
  • Must complete security training as deemed appropriate by the cognizant security office
  • Demonstrated experience with ITAR, EAR, OFAC, and DFARS

Physical Requirements

Physical duties for this position include but are not limited to, ability to lift 25-50 lbs, 1 times per day; carry 10-25 lbs, 1 times per day. Visual abilities to include depth perception and ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions. Other physical tasks include occasional standing/walking, repetitive motion, and climbing stairs to inspect housing units. Other occupational requirements include talking, working around others, and with others. Physical duties are subject to change.


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